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Mail Merge and Zetadocs


Using this tutorial you will be shown how to create a mailmerge template that you can then use with Zetadocs to send out a personalised PDF to a group of your clients.  Using some of the documents created on installation we will:

 

 a)   Create a Mail Merge template

 b)   Merge the document

 c)   Send the document to a group of users

 

 

Step 1: Browse to Program Files/Zetadocs PDF/Samples on your C drive and open Sample1.doc.

 

Ensure the Mail Merge Toolbar is shown (right click your mouse in the toolbar area and select the Mail Merge option).

 

For Word 2007 users, select the Mailings tab.

 

Step 2: Select a data source (icon looks like a table). (For Word 2007 users, Select Recipients > Use Existing List..)

 

Step 3: Browse to Files/Zetadocs PDF/Samples on your C drive,  open MailMerge.xls and select sheet1.

 

Step 4: Add the following to the top of your document:

 

%%[startdocument]

%%[email: XXXXXXX]

%%[subject: Support contracts due for renewal]

%%[excludepage]

%%[startbodytext]

 

Step 5: Replace the XXXXXXX with the mail merge field for email address using the insert merge fields option.

 

Step 6: Add the following at the bottom of the first page:

 

%%[endbodytext]

 

This will let Zetadocs know that the first page is designed to be part of the email body.

 

Step 7: Open Zetadocs, and select any stationery you wish to add from the accessories pane.

 

Step 8: Right click your mouse, and select Copy Automation Command from the drop down menu.

 

Step 9: Return to Word, and paste the command between the subject and the exclude page lines:

 

For Example

 

%%[subject: Support contracts due for renewal]

%%[stationery:C:\Documents and Settings\eboal\Local Settings\Application Data\Equisys\Zetadocs PDF\Equisys Letterhead A4.zds]

%%[excludepage]

 

Step 10: Merge your document using Microsoft Office Word's Mail Merge feature:

 

 

For Word 2007 users, click Finish & Merge » Edit individual Documents or pressing ALT+Shift+N

 

 

Step 11: Print your new document to Zetadocs to send it.